Construction Bookkeeper & Project Cost Administrator - 3 yrs Exp -Hybrid

We are a growing design-build firm specializing in high-end outdoor living spaces, residential additions, ADUs, structural remodels, and custom construction projects throughout Northwest Washington.

Our company is built around detailed planning, strong communication, and disciplined project execution. As we continue to grow, we are looking for a highly organized, detail-oriented professional who can help maintain accurate financial records, support project managers, and ensure every project remains financially organized from start to finish.

Why This Role Matters

This position serves as the financial and administrative backbone of our operations team.

You will not simply enter transactions into QuickBooks. You will help ensure that project costs are tracked accurately, receipts are accounted for, vendor invoices are properly documented, payroll is allocated correctly, and ownership has clear visibility into project financial performance.

Success in this role comes from attention to detail, consistency, strong follow-through, and the ability to work collaboratively with project managers, field staff, subcontractors, and ownership.

Position Overview

The Construction Bookkeeper & Project Cost Administrator is responsible for maintaining accurate financial records, supporting project cost tracking, coordinating accounts payable, assisting with payroll administration, and ensuring all project-related documentation is complete and organized.

This role works closely with ownership and project managers to provide accurate job costing information and maintain organized financial systems that support company growth.

Core Responsibilities

Project Cost Tracking & Job Costing

• Maintain accurate project cost records for all active jobs.
• Enter and reconcile vendor invoices, receipts, subcontractor bills, and project-related expenses.
• Ensure all purchases are assigned to the correct project and cost code.
• Assist with tracking project budgets versus actual costs.
• Prepare updated project cost reports prior to weekly operations meetings.
• Identify missing receipts, invoices, or project documentation and follow up with responsible team members.
• Verify that reseller permits are utilized where applicable to minimize unnecessary sales tax expenses.

Accounts Payable & Vendor Coordination

• Manage and monitor the accounting email inbox.
• Review incoming vendor invoices and subcontractor bills for accuracy.
• Enter bills into accounting software in a timely manner.
• Coordinate payment schedules with ownership approval.
• Track vendor credits and returned materials to ensure all credits are properly received and recorded.
• Maintain organized records of all payments and supporting documentation.
• Communicate with vendors regarding billing discrepancies and account balances.

Payroll & Labor Cost Allocation

• Review employee timecards for accuracy and completeness.
• Assist with payroll processing and reporting.
• Ensure labor hours are assigned to the appropriate projects.
• Track labor costs against project budgets.
• Assist ownership in maintaining accurate labor burden calculations and job costing reports.

Project Administration & Documentation

• Collect and organize project receipts from field staff.
• Maintain organized digital project financial files.
• Track subcontractor agreements, W-9s, Certificates of Insurance, and lien waivers.
• Assist project managers with gathering documentation required for billing, change orders, and project closeout.
• Follow up on missing project documentation and incomplete submissions.
• Support project managers by helping maintain accurate project financial records.

Cash Flow & Financial Reporting Support

• Assist in maintaining weekly cash flow tracking reports.
• Monitor upcoming liabilities and scheduled payments.
• Provide ownership with visibility into upcoming cash requirements.
• Alert ownership to unusual expenses, overdue invoices, or cash flow concerns.
• Assist with monthly financial reporting and project profitability tracking.

Success After 90 Days

The successful candidate will:

✓ Maintain accurate cost coding across all active projects.

✓ Ensure vendor bills and receipts are entered weekly.

✓ Deliver updated project cost reports before weekly operations meetings.

✓ Maintain accurate payroll allocations and labor tracking.

✓ Keep vendor and subcontractor compliance records organized and current.

✓ Provide ownership with reliable visibility into project costs and outstanding liabilities.

✓ Reduce missing receipts and uncategorized expenses through consistent follow-up and organization.

Qualifications

Required

• 3+ years of bookkeeping or accounting experience.
• Experience working within construction, remodeling, landscaping, design-build, or related industries.
• Proficiency with QuickBooks Online.
• Strong Microsoft Excel and/or Google Sheets skills.
• Understanding of accounts payable, payroll processing, and job costing.
• Exceptional organizational and communication skills.
• Ability to prioritize multiple projects and deadlines simultaneously.

Preferred

• Experience with construction job costing.
• Familiarity with cost codes and project budgets.
• Experience tracking subcontractor compliance documentation.
• Understanding of change orders and project billing processes.

Decision-Making Authority

The successful candidate will have authority to:

• Request missing receipts and supporting documentation.
• Reject incomplete expense submissions until required information is provided.
• Require project and cost code information before expenses are entered.
• Escalate documentation and compliance issues directly to ownership.

Technology & Systems

Current systems may include:

• QuickBooks Online
• Microsoft Teams
• OneDrive
• Excel
• Google Sheets
• Digital project management and document storage systems

What We’re Looking For

We are looking for someone who enjoys creating order, building reliable systems, and helping projects stay financially organized.

The ideal candidate is proactive, detail-oriented, dependable, and comfortable communicating with project managers, field staff, vendors, and ownership to ensure accurate financial information is available at all times.

If you take pride in keeping things organized, catching details others miss, and helping a growing construction company operate more efficiently, we’d love to hear from you.

Pay: $64,485.09 - $77,659.46 per year

Work Location: Hybrid remote in Ferndale, WA 98248